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2203 - Allowances and Travel Reimbursements (Historical View)

** Effective: 11/23/2016 9:01:17 AM - 12/7/2016 1:38:31 PM **

Status: Active

Change Notes

Added related policies and tables.

Category

Travel/Relocation

Audience List

Synopsis

This policy

Introduction

Provisions in the Travel/Relocation Program authorize the reimbursement of authorized out-of-pocket expenses such as receipted lodging and meals/incidentals (per diem) that are reasonably, actually, and necessarily incurred as a result of conducting state business.

Statement

Meals and Lodging Reimbursement

Employees on authorized travel status may be reimbursed for receipted lodging and per diem.  Lodging and/or meals provided by the state or included in hotel expenses or conference fees, or in transportation costs such as airline tickets, or otherwise provided shall not be claimed for reimbursement. Snacks and continental breakfasts, such as rolls, juice and coffee, are not considered to be meals.

Meal Reimbursement Rates

All employees:

Reimbursement Rates
Expense Reimbursement for Actual Expense

Breakfast

$7

Lunch

$11

Dinner

$23

Incidentals

$5

Lodging Reimbursement Rates

Individual Memoranda of Understanding (MOU) may have lodging reimbursement rates that are different than Excluded employee lodging reimbursement rates.  Represented employees should always consult their Memoranda of Understanding for their current rates.

Rates for Represented Employees (BU 2, 7, and 9*) and all Excluded Employees:

Lodging Reimbursement Rates
County Maximum Lodging Reimbursement Rate

All counties except those listed below

$90

Sacramento, Napa, Riverside

$95

Marin

$110

Los Angeles, Orange, Ventura & Edwards AFB, excluding the city of Santa Monica

$120

San Diego, Monterey 

$125

Alameda, San Mateo, Santa Clara

$140

City of Santa Monica

$150

San Francisco

$250

Rates for all other Represented Employees

Lodging Reimbursement Rates
County Maximum Lodging Reimbursement Rate

All counties except those listed below

$90

Sacramento, Napa, Riverside

$95

Los Angeles, Orange, Ventura & Edwards AFB, excluding the city of Santa Monica

$120

Alameda, Monterey, San Diego, San Mateo, Santa Clara

$125

San Francisco, City of Santa Monica

$150

Application

Eligibility Criteria

All employees (Represented and Excluded) may be eligible for reimbursement of receipted lodging and per diem for travel status and authorized employee relocations. The circumstances of travel and the specific relocation will determine eligibility and the rate allowed.

Per diem expenses shall not be allowed at any location within 50 miles of an employee’s headquarters.  There may be limited instances where approval is granted for the reimbursement of meals and/or lodging within 50 miles of home or headquarters when the employee is conducting state business away from the headquarters location.  Departments seeking an exception to this policy must follow the guidelines in PML 93-028. 

Please note that travel and relocation provisions and rates may vary amongst Represented employees and Excluded employees.  This variation is due to Memoranda of Understanding, CalHR Rules, and/or policy.

Authorities

Resources

Forms

PML

Related Policies

Web Pages

Contact Person

Ray Asbell
Program Manager , Benefits Division
Phone: 916-324-0526
Fax: 916-324-3213
Email: ray.asbell@calhr.ca.gov

Authorized By

Ralph Cobb
Chief (Acting), Benefits Division